Programme Associate

Background

UN Women, grounded in the vision of equality enshrined in the Charter of the United Nations, works for the elimination of discrimination against women and girls; the empowerment of women; and the achievement of equality between women and men as partners and beneficiaries of development, human rights, humanitarian action and peace and security.

The Unstereotype Alliance is a thought and action platform convened by UN Women, that uses advertising as a force for good to drive positive change. It seeks to eradicate all harmful stereotypes from advertising and media content. The Alliance is focused on empowering women in all their diversity (race, class, age, ability, ethnicity, religion, sexuality, language, education, etc.) and addressing harmful masculinities to help create a gender equal world. The Alliance brings together a powerful global coalition of industry leaders behind the common goal of eliminating gender bias and harmful gender stereotypes from their advertising.

Under the supervision of the Head of the Unstereotype Alliance Secretariat (HUAS), the Programme Associate is responsible for providing a variety of executive administrative, operational and financial support to the Secretariat. Maintaining full confidentiality in all aspects of the assignment, the Programme Associate is the frontline point of contact for all enquiries to the Unstereotype Alliance (UA) and manages the efficient flow of information and communications with UA members and UN Women stakeholders, to ensure expeditious dissemination of information, timely action and compliance with established deadlines.

Duties and Responsibilities

Provide executive support to the Head of the Unstereotype Alliance Secretariat (HUAS):

Manage the HUAS calendar, and schedule of appointments and meetings;
Arrange travel and hotel accommodations and administrative files for the HUAS mission travel;
Maintain roster of Unstereotype Alliance contacts and update electronic mailing lists;
Monitor Unstereotype Alliance email inbox;
Research files, collect information and organize materials to meet the HUAS’ requests.

Provide administrative support to the Unstereotype Alliance Secretariat:

Undertake the logistical, administrative and financial arrangements, to organize meetings, events, and workshops;
Organize and attend meetings and events, prepare minutes and summaries including the monthly All-Member Call;
Prepare and assemble briefing materials and PowerPoint presentations as needed for meetings, missions and other key events;
Maintain and organize up to date hard and electronic files for easy access and retrieval; ensure safekeeping of confidential materials.

Provide effective communication and information management support to the Unstereotype Alliance membership:

Facilitate flow of information and communication between the HUAS and other units within or outside of UN Women;
Review, prioritize and route correspondence between UA Secretariat and members; take proactive follow-up action and keep the HUAS informed;
Facilitate the Alliance interaction with various external partners through written, verbal and electronic communication, and through collaborative and proactive relationships with counterparts and colleagues in partner offices;
Coordinate visits from high ranking officials/visitors, ensuring protocol matters, and coordinate logistical arrangements related to visits.

Provide support to Resource Mobilization and Financial Transactions:

Compile and process information from donors as inputs to various databases and documents;
Prepare drafts for cost sharing agreements including conditions of contributions within resource mobilization efforts, adhering to standard agreements where possible. Follow up on contributions within the CO resource mobilization efforts;
Draft financial reports for donors / members;
Review accounts receivable for UN Women projects and follow-up with finance section at headquarters on contributions, deposits creation in Atlas and their application AR pending items;
Prepare PO and non-PO vouchers for development projects, and enter planned procurement actions in Procurement Plan;
Liaise with Procurement Unit as needed to ensure timely submission, ensuring procurement processes are completed in a timely manner, and prepare relevant documentation required;
Record and post transactions in Atlas;
Monitor the setup of budgets in ATLAS to ensure they are in accordance with budgets agreed with donors and are input into ATLAS at the detailed Activity ID level; conduct budget revisions as needed; monitor spending.

Contribute to knowledge building and knowledge sharing:

Provide administrative support for effective knowledge management and sharing within the office and other offices/HQs;
Build and share knowledge and experience related to administrative and operations support;
Undertake limited research for the project and preparation of briefs.

Key Performance Indicators:

Timely and quality support to the HUAS and Secretariat team;
Member satisfaction with communications, administration and planning;
Timely, complete and accurate operational transactions/activities/documentation;
Quality presentation of information;
Quality and timely organization of events/meetings;
Adherence to protocol.

Competencies

Core Values:

Integrity;
Professionalism;
Respect for Diversity.

Core Competencies:

Awareness and Sensitivity Regarding Gender Issues;
Accountability;
Creative Problem Solving;
Effective Communication;
Inclusive Collaboration;
Stakeholder Engagement;
Leading by Example.

Functional Competencies:

Ability to manage data/schedule, documents, correspondence, reports, and maintain protocol and information flow;
Good knowledge of administrative rules and regulations;
Ability to perform work of confidential nature;
Ability to create, edit and present information in clear format, using appropriate IT functionality;
Ability to administer administrative processes;
Excellent written communications;
Knowledge of financial rules and regulations and accounting principles;
Ability to administer procurement and monitor financials (including mobilizing resources);
Knowledge of social media and community management.

Required Skills and Experience

Education:

Completion of secondary education is required;
Bachelor's degree in business administration or public administration is an asset;
Candidates who do not have a university degree or an accredited certification in the related field will be required to complete the Global General Service Test (GGST) – formerly known as the UN Administrative Support Assessment Test (ASAT).

Experience:

At least 6 years of progressively responsible experience with administrative, secretarial, or programme experience with the UN system;
Experience with procurement, HR and financial administration within the UN system;
Experience with the ATLAS system;
Experience in the use of computer applications and software packages such as Microsoft Office, and web-based management systems.

Languages:

Fluency in English is required;
Knowledge of another UN official language is an asset.